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HomeMy Public PortalAbout08-23-21 Work SessionMinutes BOARD OF COMMISSIONERS Remote work session 7 p.m. Aug. 23, 2021 Virtual meeting via YouTube Live Town of Hillsborough YouTube channel Present: Mayor Jenn Weaver and commissioners Mark Bell, Robb English, Kathleen Ferguson, Matt Hughes, and Evelyn Lloyd Staff: Interim Human Resources Director Haley Bizzell, Economic Development Planner Shannan Campbell, Interim Town Clerk/Human Resources Technician Sarah Kimrey, Finance Director Tiffany Long, Police Chief Duane Hampton, Assistant Town Manager/Planning Director Margaret Hauth, Town Attorney Bob Hornik, Town Manager Eric Peterson, Utilities Director Marie Strandwitz and Public Space Manager Stephanie Trueblood 1.Opening of the work session Mayor Jenn Weaver called the meeting to order at 7:02 p.m. Interim Town Clerk and Human Resources Technician Sarah Kimrey called the roll and confirmed the presence of a quorum. 2.Agenda changes and approval Motion: Commissioner Kathleen Ferguson moved to approve the agenda as presented. Commissioner Mark Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Commissioners Bell, Robb English, Ferguson, Matt Hughes and Evelyn Lloyd. Nays: None. 3.Items for decision ― consent agenda A.Miscellaneous budget amendments and transfers B.Minutes — regular meeting June 14, 2021 (amended) C.Classification and pay amendment — reclassify chief water plant operator to plant maintenance mechanic I and title change for one water plant operator III to operator in responsible charge Motion: Ferguson moved to approve all items on the consent agenda. Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. 4.In-depth discussion and topics A.Collection System Needs — update and recommended path forward to accommodating growth and needed sewer capacity and its impact on planning Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 1 of 7 Sept. 13, 2021 Utilities Director Marie Strandwitz and Planning Director Margaret Hauth presented the maintenance and expansion needed for the town’s wastewater collection system and staff’s recommended path forward to accommodating growth through 2040. Strandwitz reviewed that the collection system has been modeled hydraulically over two phased tasks. The first task, called Phase 1, took current and anticipated growth and applied a static scenario using historical peak flow measurements at the wastewater treatment plant. The second task, called Phase 2, used actual flow measurements in the sewer pipes which captured various rainfall events. Slightly revised growth projections were applied with a simulated rainfall period to evaluate the future impacts to the pipe capacity in accommodating the anticipated growth through 2040. Strandwitz said Phase 2 results confirm that significant improvements to the sewer pipes need to be performed. Cracked old sewer lines that take in stormwater are a problem in the River Pumping Station Sewer Basin. This is the largest and oldest basin. Planned growth is a driver for improvements in the newer Elizabeth Brady Pumping Station Sewer Basin. Strandwitz reminded the board that when basins reach capacity, there is sewage overflow during heavy rain events. Strandwitz reviewed the probable costs through 2040 are about $9.3 million for the Elizabeth Brady Pumping Station Basin, about $21 million for the River Pumping Station Basin, about $34.2 million for all basins with no contingency and about $42.8 million for all basins with a 25% contingency. Strandwitz reviewed the report’s prioritization of recommendations. The high priority improvements are: • River Pumping Station, Exchange Park Lane gravity sewer and River Interceptor from Exchange Club to the new River Pumping Station ― estimated $12 million. • Lawndale inflow and infiltration study and rehabilitation ― estimated $500,000. (Note ― River Pumping Station land acquisition and design are budgeted, the town has some rehabilitation budgeted for Lawndale and the town has no funding for pipe upsizing or other inflow and infiltration reduction.) The medium priority improvements are the Elizabeth Brady Pumping Station upgrade and the remaining River Pumping Station Basin gravity sewer improvements. The lower priority improvements are the River Pumping Station and force main improvements after further evaluation and the Elizabeth Brady gravity sewer monitoring and improvements if needed. Staff is exploring state and federal funding opportunities. Strandwitz noted there are other capital projects to address. Hauth noted the town is currently in the process of developing the Comprehensive Sustainability Plan, which is likely to recommend more growth in the River Pumping Station Sewer Basin. She said staff needs direction regarding whether staff should bring every serious development inquiry before the board on a case-by-case basis for sewer service. She said this seems inefficient and ineffective to staff now that we have scientific studies showing the state of the system. She noted the Comprehensive Sustainability Plan will guide whether development is desired. The board will need to decide whether to formally pause growth in the River Pumping Station Sewer Basin until improvements are made. Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 2 of 7 Sept. 13, 2021 Hauth presented future questions regarding balancing the addition of new customers and infrastructure upgrades, noting she did not expect answers at this meeting: • How much growth and what type will we accommodate? • What are the town’s limits? • Will we make upgrades to address all potential projects through 2040? • Do we further investigate and reduce sources of inflow and infiltration throughout the system? • How do we keep rates stable? • How can growth pay for growth? • How much water and sewer capacity do we reserve? • How do we allocate capacity? The staff recommendations to the board include: • Evaluate funding for the River Pumping Station and interceptor evaluation and design. • Perform pilot program in the Lawndale basin and explore other interim projects to free capacity in the River Basin. • Authorize utilities to indicate there is no current sewer capacity in the River Basin and explore options for further capacity allocation and funding (including potential cost share). • Confirm the existing Urban Services Boundary will not be expanded. • Confirm lack of support for satellite annexations. • Prepare to identify priority development areas and discuss future questions soon. (Will tie into planning documents and capital improvement plan.) Ferguson expressed concern that Hillsborough’s small water system might be pushed to join regional systems. She asked what Strandwitz has heard about this. Ferguson also asked whether developers could be asked to contribute fees in terms of cost-sharing. Strandwitz said the state legislature is studying regionalization but she does not anticipate regionalization to be forced on the town. She noted the town has an allocation of Jordan Lake, which is a form of regionalization. Regarding the potential for cost-sharing, Strandwitz said it depends on what developers are willing to do. If a developer wants to offer a cost-share, then it is possible. Town Manager Eric Peterson said the total cost presented in the report is a staggering amount of money. He reminded the board that the water and sewer fund is an enterprise fund, so taxes cannot be raised to pay for these projects. Economic Development Planner Shannan Campbell explained staff wants clear direction so that staff doesn’t tell a developer “no” to a project due to lack of sewer capacity and the developer then requests to come to the board to get a “yes.” Bell said it makes sense to set guidelines so that an accessory dwelling unit can be approved because it would have minimal impact but something like a building with 12 units would be considered differently because of the need for more wastewater capacity. Weaver said she wants the town to be able to implement a vision for the community. Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 3 of 7 Sept. 13, 2021 Hughes spoke in support of the pilot program in Lawndale. He is cautious about imposing a moratorium because he doesn’t want to miss opportunities for economic development. English said the board might need to draw a line in the sand (not building anything beyond this). He wants to take care of what the town has. Hughes raised concern about regionalization. Town Attorney Bob Hornik said regionalization would require legislation. Peterson said he doesn’t think regionalization is a threat because Hillsborough is not in close proximity to another community. Campbell noted both the Daniel Boone redevelopment and future train station are in the River Pumping Station Sewer Basin. As someone charged with promoting economic development, she does not want to tell businesses “no.” Lloyd told the board some of the history from before there was sewer services in the Lawndale area. Strandwitz acknowledged some problems may be on the private side. She is not sure if those costs will be the responsibility of residents or the town. Public Space Manager Stephanie Trueblood said the Comprehensive Sustainability Plan will provide some guidance, and that guidance can also be anticipated. Hillsborough’s walkable downtown center poses transportation challenges because it is north of the river. There are opportunities for connections south of the river, close to downtown. Next month the board will discuss prioritizing those connections. Trueblood said the Daniel Boone redevelopment and train station are obviously important. Other redevelopment along South Churton Street is likely, as well as along Orange Grove Road and Mayo Street. The three roads are all in the River Pumping Station Sewer Basin. Trueblood said the Comprehensive Sustainability Plan will probably explore ways to encourage additional density in a compatible way north of the river – density that can be absorbed by a small, single-family town. The board needs to find a way to reserve capacity for infill in existing neighborhoods north of the river that are walkable. Those primarily feed into the River Basin, too. Trueblood said the high priority areas continue the pattern of development that have been in Hillsborough for some time. Future conversations will take place about transportation and the Future Land Use Map. When asked, Strandwitz said it would be helpful to have a motion in support of staff recommendations. This includes authorizing that there is no current capacity in the River Basin. Hornik agreed that a motion would be helpful. The packet noted that a motion to approve staff recommendations at this meeting was not a financial commitment. The financial details will be discussed at future board meetings. Motion: Ferguson moved to approve staff recommendations. Lloyd seconded. Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 4 of 7 Sept. 13, 2021 Discussion: Bell asked if the motion should have a time limit for review. Hornik suggested a check-in in three months or six months. Trueblood pointed out that staff can tell potential developers that the town is interested but working on documents to plan for future growth. Campbell agreed. “It’s not take a hike, it’s let us prepare space for you at the table,” she said. She added the Lawndale project might free some capacity for accessory dwelling units and small infill development. Motion: Ferguson amended the motion to approve staff recommendations and revisit in six months. Lloyd seconded. Discussion: Hughes suggested committing time at the March work session for this topic. English said our message needs to be we’re not anti-development but making smart growth and connections, recognizing the climate crisis we are in. It’s not going to start raining less than it has been. Weaver asked does this mean all single-family lots. Strandwitz said some are already committed. She said she is not concerned about redevelopment of a single-family lot. The larger developments are concerning. Peterson asked if cobbling together a motion on the fly creates problems. He suggested the planning staff and Strandwitz draft a motion for the board to consider at its regular meeting in September. Ferguson asked for staff thoughts on that. Weaver said there is some wisdom in clarity. Hauth said she is fine with the board voting at this meeting with the understanding that a document may be presented with more specifics at the regular meeting on Sept. 13. She said the motion could go forward tonight with the understanding that there would be a resolution for consideration in September. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. B. High Importance emails discussion Bell said a recent event resulted in email “churn” with duplicative information going back and forth. He doesn’t want emails from the board to get in staff’s way of responding in an urgent way. The board agreed staff can request that emails be routed through the mayor. Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 5 of 7 Sept. 13, 2021 Hornick reminded the board not to conduct a meeting via email, which happens when board members reply to everyone instead of emailing the mayor. 5. Other business There was none. 6. Committee updates and reports Board members gave updates on committees on which they serve. 7. Adjournment Motion: Hughes moved to adjourn at 9:20 p.m. Bell seconded. Kimrey called the roll for voting. Vote: 5-0. Ayes: Bell, English, Ferguson, Hughes and Lloyd. Nays: None. Respectfully submitted, Sarah Kimrey Interim Town Clerk Staff support to the Board of Commissioners Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 6 of 7 Sept. 13, 2021 BUDGET CHANGES REPORT TOWN OF HILLSBOROUGH FY 2021-2022 DATES: 08/23/2021 TO 08/23/2021 REFERENCE NUMBER DATE BUDGET CHANGE BUDGET ORIGINAL BUDGET AMENDEDCHANGE USER 10-00-9990-5300-000 CONTINGENCY 08/23/2021 400,000.00 -53,000.00To extend Isley contract through 9/21 23990 296,300.00EBRADFORD 10-10-4400-5300-459 C.S./ACCOUNTING ASSISTANCE 08/23/2021 1,000.00 53,000.00To extend Isley contract through 9/21 23989 54,000.00EBRADFORD 30-80-7220-5300-455 C.S./ENGINEERING 08/23/2021 27,500.00 17,000.00To re-est PO not rolled to FY22 23991 44,500.00EBRADFORD 30-80-8120-5300-145 MAINTENANCE - BUILDINGS 08/23/2021 6,000.00 18,866.00To reinstate funds for FY21 PO that didn't 23987 24,866.00EBRADFORD 30-80-9990-5300-000 CONTINGENCY 08/23/2021 400,000.00 -18,866.00To reinstate funds for FY21 PO that didn't 23988 381,134.00EBRADFORD 08/23/2021 400,000.00 -17,000.00To re-est PO not rolled to FY22 23992 364,134.00EBRADFORD 0.00 EBRADFORD 9:02:38AM08/18/2021 fl142r03 Page 1 of 1 GF- Contingency Accounting Utilities Admin. WTP WSF- Contingency APPROVED: 5/0 DATE: 8/23/21 VERIFIED: ___________________________________ Aug. 23, 2021 Board of Commissioners Work Session Approved: ____________________ Page 7 of 7 Sept. 13, 2021